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Home My WebLink About10/27/05 CDC I I I MINUTES THE COLONY COMMUNITY DEVELOPMENT CORPORATION SPECIAL SESSION OCTOBER 27TH 2005 PRESENT: Susan King - President Don Beckel - Secretary Richard Boyer - Member Sue Walden - Treasurer John Sanders - Vice President STAFF: Pam Nelson Sam Fitzgerald Kathy Neal ABSENT: Vicki Briggs - Member Allen Harris - City Council Liaison 1. CITIZEN'S INPUT - None. 2. APPROVAL OF MINUTES OF SEPTEMBER 15TH 2005 Motion to approve - Sanders; Second - Boyer; motion carries. 3. REVIEW AND CONSIDERATION OF A REQUEST FROM LAKESIDE ARTS FOUNDATION (LAF) FOR MATCHING FUNDS FOR CIVIC CENTER IMPROVEMENTS - Lisa Leary, Vice President of Lakeside Arts Foundation was present. Since they approached the board last year, there have been some changes - they are still requesting $150,000 in matchingfunds, the location has been changed to Five Star East, there have been some design changes, and a mezzanine has been added at a cost of$34,000. Pam said this request is because of the site change and the mezzanine is an alternate that is not covered in the base bid, but it is very much needed. LAF has already raised $20, 000 for this, and 4B would match that so it could be included in the building project. As they raise more money for the items on their list, they will come back to 4B. LAF has done several fund raisers and has several planned fundraisers in the future. One fundraiser is the Star Campaign - you buy an acrylic, metal or masonry star for $50 and these stars will be placed throughout the building. They also have larger stars anyone can purchase for $1,000 but only 5 larger stars will be sold and they are doing a Haunted House. They are also continuing to work on grant applications. Because 4B has agreed to matchfunds with LAF, the board would like to see their(LAF) current bank account locked so money can't be removed and the board wants LAF to establish a separate account for operations. Lisa gave the board a Letter of Intent from Lakeside Community Theater committing 10% of every admission-charged production held in the Arts Center as going to LAP. Motion to approve the new agreement for matching funds to replace the 2004 agreement - Boyer; second - Beckel; motion carries. 4. REVIEW AND CONSIDERATION OF PURCHASING A COMPUTERIZED LIGHTING SYSTEM FOR VARIOUS OUTDOOR ATHLETIC FACILITIES- Pam reminded the board that recently money from the Parks & Recreation Special Projects fund was transferred into Fund 59 and set up with a special line called Parks Special Projects. This money was raised thru sponsorships and concession sales from Parks & Rec. Because this board also acts as Park Board, we thought you should have oversight of this money, even though it is not 4B money. 4B is not being asked to purchase this lighting system. Jackie Lopez, Athletics Coordinator in the Parks & Recreation Dept., i1iformed the board that currently the youth sports organizations are responsible for getting keys and turning the field lights on and off, as well as monitor their own keys. She wants to purchase a computerized lighting system for all the athletic facilities that have lights. The system will be programmed to turn the lights on and off at pre-determined times. This has already been done at Five Star and has worked very well. The system would run off the RecTrac software that is the same software used at the Rec. Center for program registrations andfacility rentals. Having this system will eliminate complaints form residents, save money on the light bill, and give Parks & Rec. more control over the field lights. Motion to approve the purchase of a computerized lighting system for various outdoor athletic facilities - Sanders; Second - Walden; motion carries. 5. REVIEW AND CONSIDERATION OF PROVIDING ADDITIONAL FUNDING FOR CMC CENTER INFRASTRUCTURE - Pam informed the board that we have received the guaranteed maximum price from the contractor. However, we've been informed of some items we are going to be responsible for that we did not anticipate - some work needs to be done on the drainage channel along Paige Rd, we have to loop the water line to run north through the site and run it under Worley and then connect it to an existing water line. Then to get approval from the gas company, we have to put more fill over the gas line. Regarding the drainage work, Engineering said we could request a reimbursement of the drainage impact fees we've already paid on the project site. 4 B has already committed $80, 000 in furnishings, $500,000 for the construction of the building and $150,000 in matchingfees to LAF. The board does not want to contribute any more funding. No action was taken on this item. Pam asked the board if they would be willing to consider helping with the operations and maintenance costs when the building opens. The preliminary budget is $120,000 per year. The board said they would be willing to consider assisting with O&M costs, as long as their assistance is needed as a result of a shortfall. 6. REVIEW AND CONSIDERATION OF MOWING AND LANDSCAPING OPTIONS FOR FIVE STAR Pam and Sam informed the board that now that the fields are getting a lot more use, staff has to do a lot of work that they haven't had to do in the past and they can't keep up with everything; so we are trying to supplement what they are doing by getting a contractor to do the mowing, weed eating and edging. The board was given 2 options - Option 1 - mowing all areas outside the ball fields 34 times per year (once a week), weed eating and edging 17 times per year or Option 2 - mowing and edging 34 times per year and weed eating 17 times per year. They also have the option of adding seasonal color 3 times per year or adding new greenery one time. The board wants to act quickly on adding greenery and color. The Vietnam Moving Wall will be at Five Star in a couple of weeks, and the board wants improvements made as quickly as possible. I I I There was discussion not to get flowers but to get greenery and to get additional colorful greenery especially for the area by the Veteran's Memorial. Motion to proceed with Option # 2 and install greenery for an amount not to exceed $30,000 - Sanders; second - Boyer; motion carries. 7. REVIEW AND CONSIDERATION OF REALLOCATION OF FUNDS FROM DAVE COW AN PARKTOSLAYillAKERPARK- Money was budgeted to do a sidewalk at Dave Cowan Park, however, the board decided not to build the sidewalk. Sam wants to transfer that money into the Slay/Baker Park account. Motion to approve reallocation offunds from Dave Cowan Park to Slay/Baker Park - Boyer; Second- Sanders; motion carries. 8. REVIEW AND CONSIDERATION OF CHANGING THE NOVEMBER MEETING DATE Pam informed the board that their November meeting date is the same date as the Volunteer Banquet; therefore we would like to reschedule the November meeting to be held on Thursday, Nov. 1 dh. Motion to change the November meeting date to Nov. 1 dh - Sanders; Second - Beckel; motion carries. 9. UPDATE FROM DIRECTOR / ASST. DIRECTOR- FINANCIAL STATEMENTS - The financial statements were reviewed. Edward Don Company seems to be having an impact on the sales tax. LANDSCAPE COMMITTEE - Don is preparing a report and Sam is going to make some computerized designs to show what the Landscape Committee wants to do. Hope to have this ready in January. MARINE QUEST- The depth readings were done last week and we should get a report from them for our approval and then we will give it to the Corp for their approval. VOLUNTEER APPRICATION BANQUET- The banquet is Thursday, November I1h at The Tribute. Please RSVP to Christie Wilson. There being no other items of discussion the meeting is adjourned at 8: 10 p.m. .."", ~~~~ Kathy Neal, ecording Secretary I Letter of Intent Lakeside Community Theatre recognizes the value of the donated use of the Lakeside Arts Center at 6301-B Main Street as a venue for our productions. As a gesture of gratitude LCT will contribute 10% of all box office profits (net) from every admission- charged production held in the Arts Center to the Lakeside Arts Foundation. As of October 10, two productions have been held in the Arts Center, bringing the total set aside so far to just over $1,200. Future productions held at the Arts Center will also contribute to this pledge. The next production will be held at the Arts Center in December, 2005. C~/1~ Christi Martin, President Lakeside Community Theatre I I